1412 Interview Process
1412.1 Interviews - All applicants for cash and/or food assistance, including those submitting applications on-line or by mail, shall have an interview via telephone, face-to-face in the DCF office, or other mutually acceptable location with a qualified eligibility worker prior to initial certification and all reviews. The applicant may bring any person he/she chooses to the interview. For special provisions regarding interview requirements, see 1412.4.
The agency shall schedule an interview for each applicant that is not interviewed on the day the application is submitted, even if the household appears to be ineligible based on information provided on the application form (e.g. excess income, excess resources). Interviews shall be scheduled as promptly as possible to insure that eligible households receive an opportunity to participate within timely processing standards. The agency must notify each household that misses its interview appointment that it missed the scheduled interview and that the household is responsible for rescheduling the missed interview. If the household contacts the agency within the 30 (food assistance) or 45 (cash) day application processing period, the agency must schedule a second interview.
NOTE: The notice of missed interview is automatically sent by the system when an interview has been indicated but not completed or marked as exempt.
NOTE FOR CHILD CARE: An interview is recommended at the time of the initial application for the purpose of developing the childcare plan, and providing program information and information on choosing quality child care. However, an interview is not required. If sufficient information is not provided on the application and the client cannot be reached for an interview, necessary information that cannot be obtained through collateral contacts must be requested in writing from the client, allowing 10 days from the date of the request to provide it.
NOTE FOR TANF: A face-to-face
interview is recommended at the time of the initial application.
1412.2 Who May Be Interviewed - The
individual to be interviewed may be any one of the following:
Primary Applicant;
Spouse;
Any other responsible member of
the household.
NOTE: The household
will normally designate the responsible member to represent them.
However, the worker may call that designation into question, particularly
if the member is unable to complete the application process. In that
case, the worker shall request that the household designate another
person or find an alternate means to conduct the interview. The ability
of the individual to accurately portray the household's circumstances
should be emphasized. Minor children are not to be interviewed or
used for interpretation, even at the request of the parent.
1412.3 Agency's Responsibilities For the Interview - The agency shall:
Schedule all interviews as promptly
as possible to insure eligible households receive an opportunity to
participate within timely processing standards.
Review the information on the application.
Explore and resolve with the applicant
any unclear, incomplete, or inconsistent information.
Advise the applicant of his/her
rights and responsibilities during the interview, including the appropriate
application processing standard and the household's responsibility
to report changes.
Conduct the interview in private
as an official and confidential discussion of household circumstances.
Protect the applicant's right
to privacy during the interview. Facilities shall be adequate
to preserve the privacy and confidentiality of the interview.
Provide households subject to
change reporting with an oral and written explanation of their
responsibility to report changes, what changes to report, what
verification must accompany the report, and a change report form.
Provide households subject to simplified reporting
with an oral and written explanation of their responsibility to
report changes, how to complete and return an interim report or
12-month report, and what verification must accompany the interim
report or 12-month report.
Provide households subject to
work related requirements with an explanation of performance expectations,
individual responsibility, employability, and available agency
and support services. Households exempt from work related requirements
should be advised of the opportunity to volunteer for these services.
All TANF adults will be referred to employment services. TANF
households should be advised of the 24-month time limit.
Inform clients of all types
of child care available and how to access each type. Assist families
in selecting an appropriate, quality child care provider and provide
the name and number of the local Child Care Resource and Referral
Agency.
Screen applicants at the time of application to determine whether current or former victims of sexual harassment and survivors of domestic violence, sexual assault or stalking are involved in the individual's current need for assistance. DCF requires that all DV/SA victims have access to assistance when needed and if otherwise eligible. Notification includes information about extension of time limits for victims of sexual harassment and survivors of domestic violence, sexual assault or stalking victims and confidentiality for disclosures. TANF time limits may be extended to 36 months, in lieu of the mandatory 24-month life time limits. Suggested screening questions are on the system. See the KEES user manual for more information about entering the Family/Person Safety Questions. DVSA services must be offered. A referral for DVSA services must be made if the client chooses to participate at any time by completing the ES-4416 DCF/DVSA Referral Form and sending it to DCF.EESDVSA@ks.org. Local services are available on the Kansas Coalition Against Sexual Assault and Domestic Violence web site: http://www.kcsdv.org.
1412.4 Telephone Interviews -
A telephone interview shall be scheduled in lieu of a face-to-face interview
for applications that are received through the mail, submitted online
or dropped off at the local office. A date and time for the telephone
interview must be provided to the household. A two-hour window-of-time
should be used when scheduling the telephone interview. A shorter window-of-time
can be used, but a window-of-time longer than 2 hours cannot be used.
Face-to-face interviews should still be conducted for households who apply
in person at the local office and the household stays for the interview.
A face-to-face interview can also be required using prudent person judgment
based on the household’s circumstances and the agency’s needs. A home
visit may be used for the interview if needed, as long as it is scheduled
in advance (advance notice only required for food assistance).
If a telephone interview is scheduled and the household requests
a face-to-face interview, it must be granted to any household which requests
one.
For food assistance, if a face-to-face interview is requested and the household
claims any of the hardships noted below, a telephone interview must be
substituted for the face-to-face interview:
A face-to-face interview must be granted to any household which requests one.